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Completing an Evaluation

There are several possible outcomes for an evaluation task once it has been referred to an evaluator. The evaluator will select their response by using the SELECT AN ACTION drop down.1

  • The Approve action does not require a note, but an evaluator has the option to add their comments – for example, they may indicate that the equivalency should only be awarded to students accepted into a particular program or they may indicate that the equivalency should not be included in the Public View. Comments entered here in the evaluation task will not carry forward to the equivalency, so whoever creates the equivalency will need to add it to the Public or Private (Internal) notes in the equivalency.
  • The Deny (or Deny/Other) action requires a note. Selecting one of the other four Deny options does not require an additional note, although an evaluator can certainly add an optional note.
    • The remaining four Deny actions are intended to convey that the reason for the denial is one of the reasons with intended uses; Deny/Subject, Deny/Level, Deny/Lab, or Deny/Sequence.
  • The Need More Information action requires a note because you need to know what information they are looking for.

  • The Re-Assign action allows the evaluator to re-assign the evaluation task to another user.2 This is particularly helpful if the task first goes to a faculty member, who then must pass it along to the chair, who then must pass it along to the Dean, etc. It can also be used if a course evaluation is mistakenly assigned to the incorrect reviewer or if a course equivalency needs to go to two different departments for final approval; for example English and History.

  • The Select Equivalent Course(s) action allows the evaluator to select the equivalent course(s) using your institution’s data set (which may also include User-Added Courses). It requires several steps. First the action is chosen and the dataset dropdown displays.

  • Once the dataset is selected, the Department dropdown displays. The second step is to select the department to display the courses, including user-added courses if any have been added.
  • The third step is to select (check) the course(s) that are equivalent, then scroll down to the bottom of the page and click the SELECT COURSE(S) button.
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  • Following the selection of the course(s), the evaluator will see a message that the equivalent course(s) was/were successfully designated, and to then select their next action. In other words, selecting the course(s) does not complete the evaluation.

  • The next action would presumably either be Approve or Re-Assign after the selection of the equivalent course(s).

Let’s follow this evaluation task through. In this example, the Chair of the Mathematics Department (B. Pascal) has evaluated the course, selected the equivalent coursework, adds comments, and then forwards (Re-assigns) it to the Dean of the Arts and Sciences (W. Shakespeare) for final evaluation and approval.

  • The Evaluation task will now disappear from B. Pascal’s queue.
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  • Dean W. Shakespeare then logs in (in response to the e-mail alert that was sent), opens the evaluation task, and approves the equivalency, electing to reiterate Professor Pascal’s comments.
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  • The evaluation task returns to the creator’s queue. The evaluation task creator must have both the Equivalency Manager User Right and the Evaluation Tracker User Right assigned. The SELECT AN ACTION dropdown list will contain some additional elements when viewed by an individual with the Equivalency Manager User Right.3
  • The Add/Edit Support File(s) action allows the creator to add documentation to an evaluation task. TES provides for you to be able to add up to two documents, in .pdf format, that are less than 4MB in size.
  • If you are attaching additional files as a result of a request within an existing evaluation, you will need to re-assign it to the evaluator.
  • The Add/Edit Support File(s) action can also be used to remove support files from an open evaluation task. Use the DELETE ALL radio button to remove files that have been attached to an open task.
  • The Close action simply closes the evaluation task, without creating an equivalency in TES.
  • A closed evaluation task can be reopened from the Closed Evaluations queue.
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  • The Create Equivalency and Close action allows you to create an equivalency in TES and close the evaluation task.

The evaluation log tracks all of the activity that takes place during the course of the evaluation, from the initiation of the request, through the final resolution. This history is available to review in the All Closed Evaluations queue as well as in the equivalencies themselves for the tasks that resulted in a defined equivalency. 

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1 The list of available actions will contain different options depending on User Rights assigned. If both the Equivalency Manager User Right and the Evaluation Tracker User Right are assigned there will be additional actions available. The example shown here is the list that is associated with an evaluator that just has the Evaluation Tracker User Right.

2 TES doesn’t currently have routing list functionality. The Re-Assign To: action allows you to effectively simulate that functionality, allowing individual reviewers to then route the evaluation task along the path. It will require a little training on the part of the TES Administrator, to make sure evaluators Re-Assign, rather than Approve the task.

3 The list of available actions will contain different options if both the Equivalency Manager User Right and the Evaluation Tracker User Right are assigned, or if just the Evaluation Tracker User Right is assigned. The example shown here is the list that is associated with both the Equivalency Manager User Right and the Evaluation Tracker User Right.

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